Description of Occupational Work

This class series uses eight levels of work in the Administrative Services occupational group, Human Resource Management occupational series and describes Human Resource Information System (HRIS) work for the State of Delaware’s HRIS applications which are a set of defined Enterprise Resource Planning (ERP) applications. Applications may include but are not limited to Payroll Human Resource Statewide Technology (PHRST), Time and Attendance, and Comprehensive Retirement Information System (CRIS), including the integration and information provided to other state applications and vendors.

Class incumbents deliver central support at the state level for HRIS applications that manage multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance, and Pension Administration and associated business processes. Work includes implementing best business practices to establish policies and procedures and enforce regulations pertaining to statewide Human Resources, Benefits, Payroll, Time and Attendance, and Pension Administration functions.

Note: The career ladder incorporates HRIS Specialist levels I, II and III; therefore, all positions allocated into the HRIS Specialist career ladder are classified at the III level (highest level in the career ladder). The HRIS Specialist I level is to provide entry for hiring new employees into the class series but does not preclude hiring new employees at higher levels. To implement the career ladder, current employees are assigned to the level for which they meet minimum qualifications and promotional standards. Employees may be promoted through the career ladder in accordance with promotional standards for those levels assigned to an agency. The promotional standards, a selection document under separate cover, set forth the criteria that identify, measure and verify successful performance at each level. Advancement of employees through the career ladder is dependent on an agency/department's operational needs and distribution of work. The HRIS Lead, HRIS Data Manager, HRIS Manager, HRIS Administrator and HRIS Director, although not part of the career ladder, provides competitive opportunity for movement of employees.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

Provides central support for HRIS applications, helpdesk operations and/or data reporting to end users which include all state agencies, school districts, charter schools and higher education, vendors and to other central organizations such as counties and municipalities.

Processes data change requests to update or correct data in the system, and resolves issues and user access/security; documents and tracks customer inquiries and resolutions using an internal automated system.

Explains and applies state and federal laws, rules, regulations, policies and procedures pertaining to statewide HRIS.

Maintains data integrity by running queries, analyzing data and communicates this information to end users.

Participates in HRIS business requirements analysis, system testing and change management of system implementations, upgrades, patches and enhancements.

Levels of Work

HRIS Specialist I

This is the first level of HRIS work delivering central support at the state level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance, and Pension Administration and associated business processes. Positions at this level typically report to a technical supervisor.

Receives close supervision in HRIS processes and procedures. Work is reviewed in progress.

Conducts research and analysis to resolve routine customer inquiries or requests, system problems, unexpected results or process flaws.

Regular contacts are with internal agency staff and state organizations, primarily for the purpose of gathering, coordinating and relaying information.

HRIS Specialist II

This is the full performance level of HRIS work delivering central support at the state level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance, and Pension Administration and associated business processes. Positions at this level perform the full range of HRIS activities.

Receives less supervisory direction and assistance than at the I level. Supervisor does periodic review of progress.

Provides instruction on application of federal and state rules, human resource laws, regulations, policies, principles, practices and theories in the State’s HRIS.

Analyzes vendor updates and maintenance patches, and overall collaboration of changes that will impact the system.

Documents functional requirements describing what the system process or product/service must do in order to fulfill business requirements.

May provide guidance/direction to lower level staff.

Regular contacts are with internal agency staff and state organizations, primarily for the purpose of gathering, evaluating and providing information.

HRIS Specialist III

This is the advanced level of HRIS work delivering central support at the state level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance, and Pension Administration and associated business processes. Incumbents provide expertise and guidance in the business processes that support the application.

Updates and maintains system tables and configuration to ensure compliance with all state business practices, federal and state regulations and laws.

Runs processes to make corrections or updates to ensure employee data, pay and benefits reflect accurately.

Develops functional requirements describing what the system process or product/service must do in order to fulfill business requirements.

Conducts regression testing of system design modifications; assists with script testing plans based on testing event; and conducts impact analysis with respect to system releases.

Manages system patches and updates, and assures projects are completed on schedule and the final product meets business, technical standards and policies.

May conduct meetings for defining requirements, identifying solutions and making project plan updates.

May provide expertise in data reporting and analytics including developing, testing, planning and delivering a variety of reports.

Participates in design walkthroughs and design update meetings.

May plan, assign, review and evaluate the work of professional and technical staff.

Develops and implements procedures and job aids for staff and end users.

Regular contacts are with state organizations, technical staff and vendors, primarily for the purpose of coordinating work activities and resolving issues.

HRIS Lead

This is the lead level of HRIS work performing as a functional expert at the state level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance, and Pension Administration and associated business processes. This level is responsible for executing production processes and analyzing functional and/or system processes or problems, recommending solutions or system enhancements and modifications.

Provides direction, expertise and may supervise lower-level professional staff in the areas of system maintenance and integration, daily operations, mass updates, data and system integrity, quarterly events, annual events and testing.

Researches and resolves escalated issues and recommends solutions to management.

Manages projects of all assigned work efforts and changes to system applications and cycle events such as Human Resources, Benefits, Payroll, Time and Attendance or Pension Administration; determines time estimates for completing projects.

Conducts impact analysis of business requirements in the system, and ensures compliance with all applicable state and federal laws.

Oversees the implementation of system updates, maintenance patches, and implements statewide changes.

Regular contacts are with various state organizations, primarily for the purpose of implementing federal and state legislated changes that impact the system through providing leadership of integrated project plans to assure the project is completed on schedule and meets the business, compliance and technical standards.

HRIS Data Manager

This is the data management level of HRIS work performing as a subject matter expert at the state level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance, and Pension Administration and associated business processes. This level is responsible for providing robust data reporting and analytics across the State of Delaware’s ERP applications and for developing and providing structured and ad hoc reports for use by State policy makers for informed business decisions having statewide impact.

Develops and implements datasets and manages the distribution of information for other state applications, payroll vendors and federal reporting.

Performs data analysis and quality control which includes identifying and recommending corrective action for data conditions that could negatively impact critical system processes.

Develops plans, policies and procedures to promote data management and sharing; and ensures adherence to policy regarding protection, integrity and sharing of data.

Regular contacts are with staff/agency management/officials and others outside state government primarily for the purpose of meeting business intelligence needs, development and delivery of reporting solutions including, but not limited to, compliance, results tracking, trending and forecasting.

HRIS Manager

This is the management level of HRIS work performing as a functional expert at the state level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance, and Pension Administration and associated business processes. This level is responsible for managing and overseeing the work of the subordinate professional staff. Provides expertise in business processes supported by the application, maintenance, daily operations, mass updates, data and system integrity, testing and quarterly/annual events.

Supervision is exercised over at least two or more merit full time positions per the Merit Rules. The elements of supervision include planning, assigning, reviewing, evaluating, coaching, training, recommending hire/fire and discipline.

Manages production processes and analyzes functional and/or system processes or problems, recommending viable solutions or system enhancements and modifications necessary to ensure quality and consistency of the system.

Reviews requirements and designs, recommends improvements and validates completion of the testing process.

Analyzes and defines high-level software strategies and solutions.

Participates in the development of strategic initiatives and implementation of new applications, systems and programs, including the development of policies and procedures.

Regular contacts are with staff/agency management/officials, state agencies and others outside state government, primarily for the purpose of providing guidance/direction in business processes, representing management at meetings, developing/implementing related policies, procedures, functions, and ensuring compliance with laws, rules, regulations, policies and procedures.

HRIS Administrator

This is the administrator level of HRIS work. Positions report to the director and perform as a functional expert at the state level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance, and Pension Administration and associated business processes. This level is responsible for the development and implementation of strategic initiatives that include implementation of new applications, systems and programs.

Manages through subordinate supervisors.

Provides oversight of functional specification and business requirement development and planning, and oversight of functional testing and quality control including functional test plans, test remediation plans, scripts, scenarios, outcomes and contingency plans.

Reviews and validates external customer needs to identify solutions or alternatives to meet business requirements, allocates resources to meet external customer requests, and obtains customer sign off on approach and final product.

Works with technical team in planning and delivery of automated solutions to meet business needs and maximize use of system capabilities.

Develops and enforces policy regarding the protection, integrity and sharing of data.

Manages, coordinates, and establishes priorities for the complete life-cycle of projects for the State’s HRIS applications.

Develops performance metrics and communicates progress on business objectives to sponsors and business partners.

Monitors Service Level Agreements and resolution of escalated service issues.

Regular contacts are with Delaware policy makers, agency, school and higher education management and technical management, primarily for the purpose of advising officials/management and others on HRIS application features, issues/problems, ensuring goals and objectives are met, system integration and impact analysis with respect to new business requirements and/or system enhancements.

HRIS Director

This is the director level of HRIS work responsible for planning, developing, implementing and administering all functional areas, providing operations management and strategic leadership to major integrated enterprise wide management information systems. An incumbent at this level has overall responsibility for directing the State of Delaware’s HRIS and all related applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance, and Pension Administration and associated business processes.

Provides strategic leadership for all HRIS projects and ensures that the system is aligned with business and strategic objectives.

Directs the development and implementation of strategic initiatives that include implementation of new applications, systems and programs.

Makes work effort and resource prioritization decisions related to customer service requests.

Identifies, initiates and implements continuous improvement opportunities for HRIS applications at the state level.

Regular contacts are with external customers and Delaware policy makers, state agencies, schools, and higher education, primarily for the purpose of facilitating meetings such as strategic planning, policy decisions, initiating new projects and business process changes.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

Knowledge of human resource principles, practices and procedures.

Knowledge of HRIS requirements and functionality as they relate to associated business processes.

Skill in establishing, implementing and ensuring compliance with quality control policies and procedures.

Skill in developing, implementing, and evaluating policies and procedures.

Skill in implementing federal and state legislated changes, and managing impact on the system.

In addition to the above Knowledge, Skills and Abilities, the HRIS Director requires

Skill in analyzing and making recommendations on complex programs with statewide or multi-departmental impact.

Skill in the principles and practices of administration.

Skill in operations management which includes planning, directing, coordinating, controlling and evaluating operations through subordinate supervisors.

Skill in strategic planning and measuring performance against investments.

Ability to develop consensus and mediating diverse and opposing priorities.

Ability to forecast use of data processing resources based upon management information resource analysis.

Job Requirements

JOB REQUIREMENTS for HRIS Specialist III
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

Two years experience in performing human resource information systems (HRIS) support for HRIS applications that manage functions such as Human Resources, Pension, Benefits, Payroll or Time and Attendance.

Two years experience in using an automated human resources, pension, payroll or benefits information system to enter, update, modify, delete, retrieve/inquire and report on data.

Two years experience in resolving customers’ inquiries, requests, or system problems such as researching issues, analyzing data, interpreting information; providing direction, guidance and instruction, or processing data change requests using an internal automated system.

One year experience in the testing of new/modified computer program enhancements by creating test data, analyzing the systems actions and determining critical system performance to ensure applications meet business requirements and user needs.

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